Open to Internal and External Candidates
Position Title : Finance and Administrative Assistant
Duty Station : Mae Sot, Thailand
Classification : General Service (G-4, THB 61,967.50 per month)
Type of Appointment : One Year Fixed-Term Contract
Initial 12 months with possibility of extension
Estimated Start Date : As soon as possible
Closing Date : 23 October 2024
(Open for Thai Nationals Only)
Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.
1. ORGANIZATIONAL CONTEXT AND SCOPE:
IOM is committed to the principle that migrants and society benefit from humane and orderly migration. IOM began operations in Thailand in 1975, assisting with the resettlement of refugees in countries where they could obtain permanent residence. Since that time, IOM activities in the country have significantly expanded in terms of both their geographic scope and target populations.
IOM's cooperation with the Royal Thai Government (RTG) has expanded to cover all aspects of migration affecting the Kingdom and its neighbours, including labour migration, migration health, counter-trafficking, emergency and post-crisis, institution building, border management, research, and private sector collaboration since the Kingdom of Thailand became a member state in 1986.
In 2024, IOM is one of the largest UN agency in Thailand, with over 450 personnel, seven offices and eleven mission sites. The northern offices are Mae Sot, Mae Hong Son, Mae Sariang, and Chiang Mai.
Under the direct supervision of the Snr. Finance and Administrative Assistant in Mae Sot and overall supervision of the Head of Sub-offices as well as technical supervision from the National Resources Management Officer, the successful candidate will be responsible and accountable for supporting the Administrative and Finance functions in sub-office of Mae Sot.
2. RESPONSIBILITIES AND ACCOUNTABILITIES:
The successful candidate will have the following duties and responsibilities:
- Extract and input data from various sources in financial or accounting systems. Respond to accounting, budget, or financial queries regarding data from staff in the unit and elsewhere.
- Review all types of payments starting from purchase to payment requests verifying that they are duly authorized, and all the supporting documents are attached therewith.
- Ensure that all supporting documentation and signatures are obtained before finalizing vouchers.
- Perform claim verifications against documentation to ensure that purchases/services are properly authorized and that the goods have been received or services rendered.
- Prepare necessary receipt and journal vouchers.
- Support payment of remuneration to hourly contract holders based in camps.
- Verify vendor requests for accuracy and conformance with IOM finance policies and instructions.
- Be responsible for the Petty Cash of the office.
- Handle the cheque book of the sub-office; execute cheque payments; ensure proper documentation.
- Post outgoing payments from cheque in the accounting system.
- Assist in the preparation of budget, accounting, financial, statistical reports and other reports as required.
- Provide assistance to all staff services such as travel, expense claims, document retrieval, etc.
- Ensure proper and systematic filling of all office files, posted payments and other accounting documents according to the established standards.
- In coordination with Human Resources (HR) unit in Bangkok, prepare contracts and extensions for hourly personnel based in camps upon receipt of appropriate approvals.
- Provide office, administrative and logistics support to meetings, committees, conferences, etc.
- Initiate general administrative tasks in the computerized financial / travel / human resources systems.
- Receive, screen and direct telephone calls and visitors.
- Perform other related duties as required.
3. QUALIFICATIONS AND EXPERIENCE
EDUCATION
- University degree in finance, accounting and administration or any related field from an accredited institution with two (2) years of relevant professional experience, Or;
- High school degree with four (4) years of relevant professional experience.
Accredited Universities are those listed in the UNESCO World Higher Education Database.
EXPERIENCE
- Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
- Experience in financial administration including financial management, budgeting and human resources.
- Sound knowledge of financial rules and regulations.
- Prior experience in usage of SAP / Oracle is an advantage.
SKILLS
- High level of computer literacy in including proficiency in computer skills, including proficiency in MS Office Packages such as excel, word, Power point, SharePoint, outlook, etc.;
- Strong interpersonal and intercultural skills with proven ability to work effectively and harmoniously with a team of colleagues.
- Ability to prepare clear and concise report and to analyze and interpret source information and data.
- Excellent organizational skills with the ability to manage multiple tasks simultaneously under time constraints.
- Advanced communication and negotiation skills;
- Good analytical and problem-solving skills with creative thinking.
4. LANGUAGES
- Fluency in Thai and English (oral and written) is required.
5. DESIRABLE COMPETENCIES:
The incumbent is expected to demonstrate the following values and competencies:
Values - All IOM staff members must abide by and demonstrate these five values:
- Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
- Integrity and transparency: maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
- Professionalism: demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
- Courage: demonstrates willingness to take a stand on issues of importance.
- Empathy: shows compassion for others, makes people feel safe, respected and fairly treated.
Core Competencies – behavioural indicators level 1
- Teamwork: Willingly puts in extra effort without being asked and adopts a hands-on
- approach whenever necessary to achieve team objectives.
- Delivering results: Manages time and resources efficiently, monitoring progress and making adjustments as necessary.
- Managing and sharing knowledge: Puts new learning into practice and draws on diverse sources of ideas and inspiration.
- Accountability: Accepts and gives constructive criticism; acknowledges and corrects
- mistakes and applies lessons learned for improvement.
- Communication: Encourages others to share their views, using active listening to demonstrate openness and to build understanding of different perspectives.
How to apply:
Interested candidates are invited to submit their applications via IOM e-Recruitment system within the above said deadline referring to this advertisement. Please attach the following documents in your application.
Other
- Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
- This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.
- Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable. Vaccination against COVID-19 will be required for IOM personnel who are hired or otherwise engaged by IOM. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination.
- IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.
- IOM only accepts duly completed applications submitted through the IOM online recruitment system. The online tool also allows candidates to track the status of their application.
- Only applicants who meet the above qualification will be considered.
For further information and other job postings, you are welcome to visit our website: Careers | IOM Thailand.
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